Motor Pool

• Drivers must be at least 21 years of age, possess a valid operator’s license, be employed by WCU in a paid status, and follow all guidelines listed in the vehicle policy.
• Reservation requests may only be submitted for official university travel/business purposes. Reservations are not permitted for personal rental/travel.
• Drivers must obey all traffic laws and exercise safe driving practices when utilizing rental vehicles.
• Reservation requests should be made as far in advance as possible and are accepted on a first-come, first-served basis. Rental cancellations must be made at least 24 hours prior to the designated pick-up time to avoid cancellation fees.

• Motor Pool Trip Sheet: A properly filled out Motor Pool Trip sheet is required when picking up keys. The Motor Pool Trip Sheet should have all the necessary signatures and driver’s license information on them.
• Schedule Pick Up Time: Keys may be picked up Monday-Friday between 7 AM – 3 PM. For weekend travel, keys must be picked up the preceding Friday.
• Valid Driver’s License: Proof of a valid driver’s license is required when picking up Motor Pool Rental Vehicles.
• Pre-Trip Documentation: Walk around the vehicle and make any notes of existing damage on the Motor Pool Trip Sheet.
• Mileage Documentation: Take note of the vehicle’s pre-trip mileage and document on the “Odometer Start” portion of the Motor Pool Trip Sheet.
• Have Additional Drivers? Any individual who drives throughout the course of the travel period must document their name and driver’s license information on the “Additional Drivers” portion of the Motor Pool Trip Sheet.
• Need to park your personal vehicle while you travel? Obtain a parking permit from the WCU Motor Pool Office and place on the dashboard of your vehicle in the space which your rental vehicle was parked.

• Be on Time: Please return your vehicle by the date/time indicated on your reservation to avoid travel impacts to other users and late fee penalties.
• Park Vehicle in Designated Spot: Park the vehicle in one of the designated Motor Pool parking spaces.
• Mileage Documentation: Take note of the vehicle’s post-trip mileage and document on the “Odometer Stop” portion of the Motor Pool Trip Sheet.
• Post-Trip Documentation: Walk around the vehicle and document any damage or vehicle issues. If damage occurs while vehicle is in possession, follow Accident Report procedures.
• Check Your Vehicle: Make sure lights are turned off, windows are up and take all your belongings with you. Be sure to leave the vehicle in a clean condition to avoid any cleaning fees.
• Vehicle Return: Ensure all documents including Motor Pool Trip Sheet and keys are returned to the Motor Pool Office. Vehicles returned Monday-Friday 7 AM – 3 PM should be dropped off at the Motor Pool Office. After-hours, weekend, and university observed holidays, please use the mail slot located on the door of Maintenance Garage.

• WEX Fuel Cards are provided with every WCU Rental. WEX Cards work just like a debit card: please reference the PIN number included on the Motor Pool Trip Sheet. Enter the PIN number correctly to avoid card lock-out.
• Fuel cards are to be used for fuel only. No personal purchases.
• If for any reason personal funds or purchasing cards for fuel are used, receipts must be kept. Upon vehicle return notify the Motor Pool Office and attach all receipts to the Motor Pool Trip Sheet.

• In the event of an accident, insurance information and accident reporting procedures can be found in the glove compartment of all WCU-owned vehicles.
• For after hours EMERGENCIES, mechanical issues, or roadside assistance needs please contact Public Safety at 610-436-3311.

Motor Pool Trip Sheet

• The form must be signed by the driver(s).
• The form should be signed by the person whose cost center will be paying for the vehicle. 
• The form must be signed by the Vice President or Dean of the department's division of the University.
  • WCU policy does not allow for Associate or Assistant Deans or Vice Presidents to sign, unless designated in advance in writing by the Dean or Vice President. 
• Bring the properly filled out Trip Sheet when coming to pick up keys. Please print double sided. 

• Student Employees and/or Graduate Assistants Vehicle Policy